Module 3: Documents Creation

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 Documents Type
• Statement of Work : A statement of work (SOW) is a document routinely employed in
the field of project management, that defines project-specific
activities, deliverables & timelines for a vendor providing
services to the client. A well-written SOW defines the scope of
the engagement & Key Performance Indicators (KPIs) for the
engagement. These KPIs can be used to determine whether the
service provider has met conditions of the SOW and use it as a
baseline for future engagements. It is an agreement between
two parties.

• Work Breakdown Structure : A Work Breakdown Structure (WBS) defines all the
things that a project needs to accomplish, organized
into multiple levels, and displayed graphically.

• Engineering Case Study : A case study is usually presented as a kind of report,

where sections within the body of the report deal with
specific aspects of the case.

• Engineering Design Report : A design report is the written record of the project &
generally is the only record that lives once the design
team disbands at the end of the project.

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 Format of Statement of Work
Section Features
1. Scope This section provides the technical description of the work to
be done. If there is anything 'out of scope', those areas are
also mentioned under a suitable subheading.
2. Location The location where the work will be performed is mentioned
under this section. This section also details the human
resources involved, hardware & software deployment
specifications etc.
3. Timeline Defines the timeline allocated for the project. It includes the
development time, warranty time & maintenance time. In
addition to calendar time, the man days (total effort)
required to complete the project is also noted.
4. Delivery Describes the deliveries & the due dates for the deliveries.
schedule
5. Standards The standards (internal or external) that will be followed in
the project are defined in this section. All deliveries & work
done should comply with the standards defined in this
section of the document.
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 Format of Statement of Work
Listing Features
6. Acceptance Defines the minimum requirements for accepting
criteria deliverables. It also describes the criteria used for
acceptance.
7. Mode of There are a number of engagement models when it comes to
contract & contracting a service provider.
payments
The two distinct contract models widely used are – “fixed
bid” and “time & material”.

In fixed bid, the project cost is a constant and it is up to the

service provider to optimize the resource allocation in order
to maintain the profit margins.
The client does not worry about the number of resources, as
long as the delivery schedule is met.

In the “time & material” model, the client pays for the
number of resources allocated to the project, the actual time
taken to complete the project.
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 Purpose of a WBS
• Provides a visual representation of the entire project
• Offers an ongoing view for management & team members to understand how
the project is progressing
• Defines specific & measurable outcomes
• Breaks the work into manageable chunks
• Sets a foundation for estimating costs & allocating human and other resources
• Ensures no overlap & no gaps in responsibility or resources
• Minimizes the chance of adding items outside the scope of work or forgetting a
critical deliverable
• Focus on deliverables, not methods: In other words, plan outcomes — not
actions. Think about the what, not the how.
• 100% Rule: Ensure that none of the tasks in the WBS overlap in scope
definition. It would duplicate the team’s efforts & create confusion around
responsibility, effort, & accounting.
• Mutual Exclusivity: It is important that there is no overlap in scope definition
between two elements of a WBS.This ambiguity could result in duplicated work.
• Reasonable Level of Detail: Don’t go into too much detail. What you’re looking
for is enough detail so you can plan, manage and control the project. The lowest
level in the WBS is called a “Work Package”.

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Example of WBS

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Example of WBS
Gantt Chart

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Example of WBS
Bicycle

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 Engineering Case Studies
Section Features
1. Introduction Introduces the case, including the background & any previous
studies of the issue.

2. Aims Describes the purpose of the study & the specific questions
you are trying to answer.
3. Method Explains what research methods were used to collect data:
interviews, observations, questionnaires, etc.? What were the
circumstances of your data collection?
4. Result Describes what you found through your investigations, e.g. the
main themes that came out in interviews, responses to
questionnaires, and significant observations (if any).
5. Discussion Explains the significance of the study & what can be learnt
from it. A case study is a study of a particular situation so you
can’t generalise the results to other situations. Hence, your
discussion should focus on what can be learnt about a
particular situation and the individuals involved.

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 Engineering Case Studies
Section Features
6. Recommendations Provides proposals for future action to solve the problem or
improve the situation.

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 Engineering Design Reports
Section Features
1. Title Page The front page carries the project title, names of design team
members, name of the client, and the. The project title should
be descriptive and generally is not the internal project name
used by the team.
2. Executive Summary The executive summary describes the entire report onto a
(Abstract) single page and is meant for the busy reader who does not
have the time to read the whole report. It contains a synopsis
of the problem definition, the design
description and the evaluation. The executive summary is
placed right after the title page and before the table of
contents, & should be limited to one page.
3. Table of Contents If the report is more than 10 pages, include a table of
contents.

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 Engineering Design Reports
Section Features
4. Problem Definition a) Problem Scope: A short paragraph explicitly stating the
problem to be solved.
b) Technical review: This section describes why the problem
is important. It is a long section providing background
information of the problem. It contains a state of-the-art
technical review.
c) Design Requirements: Here, you describe the most
important, measureable design requirements that drove
your solution to the problem.

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 Engineering Design Reports
Section Features
5. Design Description a) Overview : Summarize your design at a high level. First
describe what your design does and then how it works. If
appropriate, you can describe a scenario for its use.
Include an overview line drawing (hand or CAD).

b) Detailed Description This section goes down into the details

of your design. Start the section with a block diagram that
shows the major functions or layout of
the design, then use subsections to drill down into each block.

c) Here describe how your design is used. The purpose of this

section is to provide the reader with a clear picture of what
the design does. Generally, this section is very short.

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 Engineering Design Reports
Section Features
6. Evaluation a) Overview:In this section, provide an overview of your approach &
an overview of the test plan for evaluating the design. This is the
section where you state whether the approach was by
experimental testing of a prototype, computer simulation, hand
calculations, user testing or a combination of these methods.
b) Prototype:In this section, you introduce & describe the prototype.
c) Testing & Results:Use a lab report format, meaning that for each
requirement, provide an introduction that describes the
requirement and why it is relevant, methods that describes
how the requirement was tested, results that presents what you
found, and discussion that interprets the results, including
whether the target value for the requirement was met.
d) Assessment: This should be the brutally honest section where
you assess the strengths & weaknesses of your design. Be
enthusiastic, but candid. Do not oversell or undersell your
solution.

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 Engineering Design Reports
Section Features
7. Conclusion Describe how much objective has been achieved.

8. References Describes the purpose of the study & the specific questions
you are trying to answer.
9. Appendix Explains what research methods were used to collect data:
interviews, observations, questionnaires, etc.? What were the
circumstances of your data collection?

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